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File #: 21-1703    Version: 1
Type: Agenda Item Status: Approved
File created: 10/18/2021 In control: Board of Supervisors
On agenda: 11/16/2021 Final action: 11/16/2021
Title: Department of Transportation recommending the Board approve the following: 1) Award Bid 22-288-011 for the purchase of High Performance Cold Patch Mix for the West Slope of El Dorado County to the sole qualified bidder, Syar Industries of Napa, CA; 2) Authorize the Purchasing Agent to issue a purchase contract in the amount of $180,000 ($60,000/Year) for a thirty-six (36) month period following Board approval; and 3) Authorize the Purchasing Agent to increase the purchase order contract on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget. FUNDING: Road Fund.
Attachments: 1. A - Bid Request, 2. B - Bid Response #22-288-011
Title
Department of Transportation recommending the Board approve the following:
1) Award Bid 22-288-011 for the purchase of High Performance Cold Patch Mix for the West Slope of El Dorado County to the sole qualified bidder, Syar Industries of Napa, CA;
2) Authorize the Purchasing Agent to issue a purchase contract in the amount of $180,000 ($60,000/Year) for a thirty-six (36) month period following Board approval; and
3) Authorize the Purchasing Agent to increase the purchase order contract on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget.

FUNDING: Road Fund.
Body
DISCUSSION / BACKGROUND
At the request of the Department of Transportation, the Procurement and Contracts Division issued an Invitation to Bid for the purchase of High Performance Cold Patch Mix for the West Slope of El Dorado County for the maintenance and repair of county roads. The Invitation to Bid was published in the County's eProcurement system, PlanetBids, and twenty-one Invitations to Bid were mailed, three to local vendors. One qualified response was received, none from local vendors, as they do not produce this material.

ALTERNATIVES
Without High Performance Cold Patch Mix for the routine patching of potholes on the West Slope of El Dorado County, would result in further deterioration of County roads. Using a less durable temporary patching material will result in increased labor and equipment cost because it would require reapplication of the material.

PRIOR BOARD ACTION
10/16/2018 Item #11, Legistar #18-1503

OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts Division conducted the formal bid process.

CAO RECOMMENDATION / COMMENTS
Approve as recommended.

FINANCIAL IMPACT
Funding is allocated and available within the FY 2021-22 Department of Transportation's budget.

CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A

STRATEGIC PLAN COMPONENT
Infrastructure, Public Safety

CONTACT
Rafael Martinez, D...

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